ORS daily badges user manual-V4-14/05/2019 1

ORS Daily Badge System user manual

Contents 1 Introduction ....................................................................................................................................................................................................................................................... 1

2 Step-by-step guide ............................................................................................................................................................................................................................................. 2

3 Daily Badge request example ........................................................................................................................................................................................................................... 10

4 Support ............................................................................................................................................................................................................................................................. 12

1 Introduction The objective of the Daily Badge System is to allow for more enhanced and flexible participation for observers attending the UNFCCC sessions. It is an add-on

complementary process to enable a more enhanced utilization of the quota for badges for those organizations that would like to bring in certain nominated delegates on

specific dates for the conference.

This manual provides a step-by-step guide on how to use the Daily Badge System in the Online Registration System (ORS) during the pilot phase. Please also see the UNFCCC

website and the short video tutorial for further information. For other ORS functions, please refer to the standard ORS user manual.

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2 Step-by-step guide 1. Log into your ORS account (https://onlinereg.unfccc.int/onlinereg/acl_users/multipas/login_form).

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2. Select the appropriate meeting from the “Meeting” drop-down in the upper right corner, then go to the ‘My delegation’ tab.

a. Before being able to enter daily badges, you must confirm your delegates as per the regular process.

b. Select the attendance dates and save.

Once attendance is selected, the ‘save’

button will appear at the bottom.

Ensure that the correct meeting/session

is selected.

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3. Delegates for which the attendance period has been saved can be confirmed – this part has not changed and is as per the usual process.

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4. To request daily badge(s), go to the ‘Communication’ tab and select ‘Daily badge request’ from the drop-down menu ‘Type’. Please note that, in some cases, it can

take up to 30 minutes for the option “Daily badge request” to appear in the drop-down menu after delegates have been confirmed. Please try in 30 minutes if you do

not see this option.

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5. Select the ‘donor’ of the days for the daily badge. Then select who of your nominated delegates will receive the daily badge.

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6. Enter the period of validity for the daily badge. Continuous days can be processed as a single daily badge request (e.g. a daily badge for 3 consecutive days from 8-10

December, will be treated as a single request – given the donor badge originally covers the requested dates as in the example below “both weeks” – please also see the

examples in section 3 below and the FAQs). For non-consecutive days, individual requests are necessary (e.g. one request for 8 December, a second request for 10

December) and the steps have to be repeated in the communication log. Note that the Donor can be a different confirmed delegate for each request.

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7. A confirmation message will appear after the request is successfully saved. Please note that, in some cases, such as with addition of a new participant, it may take

longer for synchronization, we hence recommend to use the existing nominations as much as possible. Note that most requests will be processed immediately,

however, certain requests may require an approval from the secretariat depending on a variety of factors. In such cases, the status will not be confirmed and the

secretariat will try to approve these within 3 working days.

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8. Please click on “My Delegation” tab to see the full list with the Daily Badge requests displayed in red, as shown in the encircled areas below.

Note to DCPs: It is the responsibility of the DCP to inform the Donor of the changes, i.e. that his/her attendance days have been partly assigned to a Recipient via the Daily

Badge System. Although ORS sends automatically an email to all involved (Donor, Recipient and DCP), this might not be seen or end in Spam folder. Kindly note, that the

Donor cannot claim that he did not know.

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3 Daily Badge request example The example uses dates from the COP 24 registration to illustrate the process. Please see ORS and the UNFCCC website for information on the respective session for which

the Daily Badge system is open.

Week 1: 02-09 December

Week 2: 10-14 December

Both weeks: 02-14 December

- Continuous days will be processed as a single daily badge request, e.g.

o Daily Badge for 3 consecutive days from 4-6 December (single week)

▪ will be treated as a single request as the Donor badge originally covers the requested dates. In this case donor needs to be confirmed for “week 1”.

▪ remaining days (2-3 December + 7-9 December) will consequently stay with the Donor who was initially assigned the quota.

▪ Due to technical reasons, the Donor may have to proceed to the Daily Badge Helpdesk in order to get the second badge. In most cases, the

Donor should be able to be issued the badge at the Daily Badge Registration.

o Daily Badge for 3 consecutive days that overlap the week split e.g. 8-10 December

▪ will be treated as a single request – in case the Donor Badge originally covers the requested dates. In the given case, the Donor needs to be

confirmed for “both weeks”.

▪ will be treated as two requests – in case the Recipient will be donated days from two different donors, e.g. Donor 1 is confirmed for week 1, Donor

2 for week 2. The Recipient shall receive two days from Donor 1, i.e. 8-9 December plus one day from Donor 2, i.e. 10 December.

▪ remaining days will stay with the Donor who was initially assigned the quota.

▪ Due to technical reasons, the Donor may have to proceed to the Daily Badge Helpdesk in order to get the second badge. In most cases, the

Donor should be able to be issued the badge at the Daily Badge Registration.

- Non-consecutive days are considered as individual requests: e.g. one request for 8 December, a second request for 10 December, etc. The steps to request a daily

badge have to be repeated in the communication log.

▪ Due to the technical reasons, the Donor may have to proceed to the Daily Badge Helpdesk in order to get the second badge. In most cases, the

Donor should be able to be issued the badge at the Daily Badge Registration.

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Note: Every initially confirmed delegate (i.e. who has been assigned a slot of the allotted quota) can become the Donor for a non-confirmed delegate (the to be Recipient).

Hence, the Donor can be a different confirmed delegate for each request.

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4 Support Note that this system is being launched as a pilot. The UNFCCC service desk is the first point of contact for any technical issues. In case of registration related errors or

queries, please submit a query through the communications log of the ORS system. The contacts are linked on the bottom of each page in your ORS account. If your

reported issues are still not resolved, you can contact cool@unfccc.int.